Approve Credit Memos

The Approve Credit Memos Grid is available to Approvers when Credit Memo Approval Rules have been configured.

See Documentation Topics:

Credit Memo Approval Rule Management
Credit Memo Emails
Create and View Credit Memos
BuyerQuest Document Status and Workflow

Overview

The BuyerQuest system allows for rules to be configured for Credit Memos Approvals. Approvers are notified and may access Credit Memos needing approval from the Approve Credit Memos grid.

Approve Credit Memos Grid

Approvers may access the Approve Credit Memos grid from the Main Menu.

Credit Memo Approval from Grid

The current Approver may approve a Credit Memo directly from the Grid.

1. Click on Approve in the ACTIONS column.
2. The Approval is confirmed in the message above the grid. 
   The Credit Memo History is updated. 
   If the Credit Memo needs further approval by the next approver in the Approval Chain, the status remains as Pending Approval.
   If the Credit Memo does not need further approval, it moves to OK to Pay status.

Credit Memo Approval from Details Page

The Approver may also Approve, Deny, or Save as PDF from the Credit Memo Details Page.

Credit Memo Approval Workflow

The workflow on Credit Memo Approval is the same from the Grid or from the Details page: 

1. The Credit Memo History is updated. 
2. The Approver icon is marked with an approved flag. 
3. If the Credit Memo needs further approval by the next approver in the Approval Chain, the status remains as Pending Approval. The Approve and Deny ACTIONS are made available to the next Approver in the Chain. 
4. If the Credit Memo does not need further approval, it moves to OK to Pay status.

Deny Credit Memo 

An Approver may Deny a Credit Memo from either the Grid or the Credit Memo Details Page.

1. The Approver may enter a Reason for denying a Credit Memo.
2. Deny saves the Reason and denies the approval of the Credit Memo. Cancel returns the Approver to the Credit Memo Details page. 

Credit Memo Denial Workflow

The workflow on Denial is the same from the Grid or the Credit Memo Details page: 

1. The Credit Memo History is updated with the Denial and the Reason, if provided. 
2. A Denial confirmation message is displayed above the grid. 
3. The Credit Memo status is updated to Denied.
4. The Approver icon in the Approval Chain is marked with a denied flag. 
5. Notification of the Denial is sent to the Supplier and the Buyer. The reason, if provided, is included in the Notification. 
6. The Credit Memo is no longer available from the Approve Credit Memos grid for that user. 

Approve or Deny Credit Memo From Email Notification

Approval and Denial are also available directly from the Email Notification sent to an Approver.